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    Running Manual Jobs on Defined Sets



    This section presents how to run a job manually on a defined set of objects. To see how to view running jobs see here.

    To run a manual job, you must have roles that enable you to a) access the Run a Job – Select a Job to Run page, and b) run the job.
    To access the page, you must have one of the following roles:
    • General System Administrator
    • Repository Administrator
    • Repository Manager
    • User Administrator
    • User Manager
    Only jobs that you can run (that are available to you because of your user roles) appear to you on the Run a Job – Select Job to Run page. See the table below for the required roles for each job.

    How to Run Jobs on Sets

    To run a job on a set:
    1. If there are no sets defined or if you require a specific set for the job you are running, you must first define the set. For information on defining sets, see Managing Search Queries and Sets.
    2. On the Run a Job – Select Job to Run page (Admin > Manage Jobs and Sets > Run a Job), find the job you want to run. Note that each job requires you to have a certain role to view the job in the table; see Manual Jobs and Their Relevant Parameters.
      Run a Job.png
      Run a Job - Select Job to Run Page
      For each job, the following information appears:
      Run a Job – Select Job to Run Page Columns
      Name Description
      Name The name of the job.
      Description A description of the job.
      Content Type The type of set that the job processes. For example, researchers, research assets, etc.
      Type The type of request or job that runs (for example, export, move items, or requests).
    3. Select a job and select Next.
      The Run a Job - Select Set page appears.
      Run a job page 2.png
      Run a Job - Select Set Page
    4. Select a set and select Next.
      If there are parameters to set, the Run a Job - Enter Task Parameters page appears. If there are no parameters to set, the workflow skips this page.
      Run a job page 3.png
      Run a Job - Enter Task Parameters (Example) Page
      The number of members in the set that you selected in the last step appears on this page. Verify that this number is similar to what you expected based on the selected set.
      Enter the required parameters. To see the parameters required to configure for each job, see Manual Jobs and Their Relevant Parameters.
    5. Select  Next. The Run a Job - Review and Confirm page appears.
      Run a job page 4.png
      Run a Job - Review and Confirm (Example) Page
    6. Optionally enter a more descriptive job name to replace the default one. The name identifies this job for editing and monitoring.
      • The number of members in the set that you selected in the last step appears on this page. Verify that this number is similar to what you expected based on the selected set.
      • For more information on the API Information section, see the Developer's Network documentation.
    7. Review the job information and:
      • Select Submit and select Confirm in the dialog box to run the job. When the job completes, a pop-up notification appears (see The Research Hub Interface).

        Job Ended Notification 1.png
      • Select Back to go back and correct any information that you entered.
        When you select Back, you are taken back one page at a time. You can select Back on any page to go back to the previous page.
      • Select Cancel to delete what you entered and return to the home page.

    Manual Jobs and Their Relevant Parameters

    The following table lists the available manual jobs that can be run on defined sets. To run the job you must have one or more of the roles in the Roles column.
    Manual Jobs by Content Type
    Name Content Type (set type) Type Description and Parameters Roles
    Update Set of Research Assets Research Assets

    Research Assets

    Updates research assets.


    • Creator or Contributor -
      • Replaces the affiliation that the creator or contributor had at the time that the asset was created
      • Display or hide asset in public profile of researcher
    • Academic Unit - Adds, replaces, or remove an asset's current affiliation.
    • Access Rights - Replaces or removes the access rights granted to an asset.
    • License - Replace or remove the license held by an asset.
    • Asset Type - Replace from one asset type to another
    • Visibility - Change an asset's profile and portal visibility
    • Non-affiliated authors - Remove an asset's non-affiliated authors
    • Links - Remove all links

    See Bulk Update of Existing Research Assets for more information.

    General System Administrator
    Delete Set of Research Assets Research Assets Research Assets

    Deletes research assets.

    Parameters (checkboxes):

    • Do not delete if related to other assets - if checked, will not delete assets related to other assets.
    • Do not delete if includes a file - if checked, will not delete assets that include a file.
    • Do not delete if includes a reserved DOI - if checked, will not delete assets that include a DOI.
    General System Administrator
    Register DOI for Research Assets Research Assets

    Research Assets

    Registers DOIs for a set of assets.

    This job can be run on assets with or without reserved DOIs. If there is a reserved DOI, it is registered; if not, the job provides a DOI and registers it.

    At least one DOI profile must be active for this job to work.

    General System Administrator
    Import Research Assets Files Research assets Research assets

    This job iterates over the assets in the set, finds any files at the end of links, uploads them to Esploro, and then changes the link to be a pointer to the (now local file).

    Research Assets Manager
    Import Research Assets Relations Research Assets Research assets Once assets have been imported from another system, this job creates the relations for each asset in the set. Research Assets Manager
    Index Research Assets Research assets Research assets

    Push research assets to Primo / Primo VE when you don't want to wait for the scheduled re-indexing.

    General System Administrator
    User defined research assets normalization jobs Research assets normalization Research assets Appears if you have defined a research assets normalization process. This job normalizes the contents of research assets. See Asset Normalization.
    Each task has a normalization rule (drools file key) predefined. You can select a different one, if you prefer.
    Research Assets Manager
    Research Assets CSV Export RESEARCH_ASSETS_EXPORT Export research assets in CSV format for update and import. Exports asset metadata to a file.
    • Physical format - Currently, CSV is the only option.
    • Export into folder - Private or Institution; see Viewing Files Exported Using Export Jobs
    • FTP configuration - Select a predefined FTP configuration; see Configuring S/FTP Configurations.
    • Sub-directory - The path relative to the FTP configuration.
    • Export type – Selective or full export. Selective export allows choosing which fields will be included in the export file. 
    General System Administrator
    Update/Notify Users User Users Updates parameters for users and/or notifies users.
    This job lets you add roles to users. For roles that have the role parameter "Read Only", this job does not let you set that parameter to selected when adding the role. This job does not let you add roles with other types of role parameters.
    For more information on this job, see the Bulk Actions on a Set of Users video (4:33 mins).
    For the field Added/changed field:
    • By user account type: Handles specific fields according to the account type (internal or external).
      For example, if using the job to add a block, the block is added as external for external users and as internal for internal users.
      Internal field values are not overridden during an SIS update. External field values are overridden during an SIS update.
    • Internal: Handles specific fields as if they are internal, even when belonging to an external account.
      For example, if using the job to add a block, the block is added as internal even if the block is being attached to an external user.
      Internal field values are not overridden during an SIS update.
      The fields affected by this setting are:
      • User group
      • Campus
      • Resource sharing library
      • Add block type
      • Add statistics category
      • Add note
    To change internal users to external, or vice versa, select Set Account To and the relevant target account type. If external users are changed to internal users, the users’ passwords are reset to 10 random characters. If you select Don't Generate Password, no password is set; this field appears only if you select one of the Set Account To options.
    To email/notify users, select Send Notification to User and select the notification type. To configure notification types, see Configuring User Notification Types and the User Notifications Letter in Configuring Alma Letters.
    The roles that cannot be updated by this job are:
    • Circulation Desk Operator
    • Circulation Desk Operator - Limited
    • Circulation Desk Manager
    • Requests Operator
    • Work Order Operator
    • Receiving Operator
    • Receiving Operator Limited
    • Fulfillment Services Operator
    User Administrator, User Manager
    Update Set of Researchers Researchers Researchers Updates researchers for the currently selected set (see Managing Search Queries and Sets in Esploro).
    • Manage updated fields externally - When enabled, the researcher loader updates the fields. When not enabled, the loader is prevented from updating the fields and overwriting the changes is performed by staff. See Adding Researchers.
    • Researcher Flags - Enable/disable the following settings in Esploro:
      • Access to researcher profile: access to the profile (see Profile Activation Status).

      • Active researcher profile: whether it was approved and displays in the profile.

      • Enable automatic request for author match approval: whether Esploro should automatically send these researchers requests for approvals of matches (see Working with Researchers).

      • Include in SH: whether to include in Smart Harvesting (see Managing Researchers).

      • Skip automatic approvals: skip automatic approvals during Smart Harvesting (see Working with Smart Harvesting).

      • Update ORCID Profile: whether to update the ORCID profile for the selected researchers. You can also control this for each researcher - see the Update ORCID Profile field in the table of Researcher Profile Fields. For information on working with ORCID in Esploro see ORCID in Esploro.

    • Researcher Notifications - List of letters to send to researchers when an event occurs. See Configuring Esploro Letters.
    • Researcher Topics - Add/delete relevant research topics to all researchers in your current set.
    • Keywords - Add/delete relevant research keywords for all researchers in your current set.
    • Make researcher non-affiliated - Change affiliated researcher to non affiliated.
    • Make researcher previously affiliated - Change non affiliated researchers to previously affiliated researchers.
    • Close current affiliations with current date - Change non affiliated researchers so that all open internal affiliations are closed with todays date.
    • Last Smart Harvesting date - Update the Last Smart Harvesting date. See here for details.
    Research Assets Manager

    Handle Relations for Research Assets

    Research Assets Research Assets Manage relations for research assets. See also Smart Expansion via Alma. Research Assets Manager
    Fix author internal affiliation in asset Research Assets Research Assets This job matches the free-text organizational-unit name in the affiliation section of the asset's creators and contributors against internal Organizational Unit Names. If an exact match is found, it replaces the free-text name with a link to the internal Organizational Unit code. Asset Manager
    Delete records from ORCID Researchers Researchers This job deletes all of a researcher's ORCID records that were originally put there by Esploro. Researcher Manager
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